Events Protocol

Groundbreakings, Dedications/Grand Openings and Naming Ceremonies of Buildings, Facilities and Interior Spaces

Checklist PDF Version

Getting Started

  • Consult with Marcia DeMarco in the HSC VP/Dean’s office to determine a date that will work for all schedules. Select a date several months in advance. Check for scheduled conflicts with other events on campus (IA Calendar, cal.wvu.edu are good sources). In general, events between 9:00am and 3:00pm often receive the most media coverage. Events after 5:00pm generally better attended by clinical staff (after clinic hours).
  • For endowed chair namings, order the chair from the HSC Bookstore.
    • Engraving on back of chair should include:  Name of Honoree, Formal Name of Chair, Date
  • Designate a main contact person/event organizer within the Department who will be responsible for organizing all event logistics.
    • Prepare an event binder to house all paperwork, invoices, correspondence, etc. for reference.
  • Form a budget for the event and determine who will collect and pay all invoices. 
  • Reserve the location for the event.
    • Contact is Cathy Patterson with HSC Facilities.
    • Best choices: Okey Patterson, Fukushima or the Eye Institute Auditorium for the program and Pylons Area or Eye Institute Lobby for the reception.
  • Determine which VIPs will cut ribbon, shovel dirt, etc.

Invitations:

Design of the invitation can be coordinated with the Office of Philanthropy. Philanthropy can also help establish a guest list and determine expected attendance. When possible, invitations should be sent electronically via e-mail. Invitations should include the following information:

  • Hosting Entity
  • Who is invited (you and a guest?)
  • Event Name
  • Day and Date
  • Time Location
  • Parking
  • RSVP (phone number and/or e-mail address of person designated responsible for RSVPs)
  • WV School of Medicine (or other) logo
  • Map

Save the Date:

An electronic “Save the Date” notification can be sent to each invitee receiving an electronic invitation approximately two months in advance of the eventTara Scatterday can help with this.

Invitee List:

By far the most difficult task in planning an event is compiling a complete and accurate invitee list. Failure to invite one person or group of people can have a tremendous negative impact on the event.

Invitations delivered electronically via e-mail should be sent no later than two weeks in advance of the event. Invitations delivered through the postal system should be sent no later than four weeks in advance of the event.

  • E-mail invitation to INTERNAL guest list (Tara Scatterday can help with this.)
  • Hard mail an invitation to EXTERNAL donors, VIPs, etc. (Philanthropy can help with this.)

RSVPs:

Designate a contact person and method of contact to handle incoming questions and track RSVPs as they are returned. This person may also want to send a reminder to RSVP (sent ONLY to those that have not sent in an RSVP) approximately 5 days in advance of the event.

RSVPs should be tabulated on a spreadsheet generated from the Invitee List. Be sure to include any guests that may attend with the person invited and indicate “regrets” on the spreadsheet.